Rooms, shared rooms and room occupancy

Add rooms to each campus, mark a room as shared, and see who is in every room now, through the day and across the week.

Updated 18 October 2026

Why this exists

Double-booked rooms and lessons squeezed into spaces too small for them make for a stressful afternoon at the front desk. Rooms catch clashes at booking, and room occupancy shows how busy each campus is right now and across the week. You can plan space with facts rather than guesswork.

Rooms are optional. Add them when you want lessons to have a room, clashes to be caught at booking, and a live view of how busy each campus is.

Before you start

Changing rooms needs the rooms.edit permission (Scheduling > Rooms).
Seeing room occupancy needs rooms.view or rooms.edit (Scheduling > Room occupancy). Receptionists usually have view only.

Add a room

Go to Scheduling > Rooms and find the campus.
Enter the room's name, how many students it seats, and a colour.
Tick Shared room if several lessons can run in it at once.
Save the room.

The tutor is not counted against capacity: a room with four desks seats four students. Once you draw desks on a floor plan, the drawn student desks become the room's capacity.

Shared rooms and clashes

In an ordinary room, two lessons at the same time are a clash and the booking is refused.
In a shared room, overlapping lessons are fine. Only more students than seats across the overlap is a clash.
A tutor booked into two lessons at once is always refused, whatever the room.

Room occupancy

Scheduling > Room occupancy has four views:

Now: every room's state (in use, starting soon, free, done for today, closed) and how many desks are filled.
Day: the rooms hour by hour. Click a booking to open the lesson.
Week: a heat map of how hard each room worked, out of your opening hours.
Floor plan: the live plan with a time slider, if you have drawn one.

Choose a campus, or all campuses, at the top.

Good to know

Only lessons at the centre take a room. Online and home lessons never do.
Deleting a room removes the room from lessons already booked in it.